Batch processing allows you to process multiple orders in bulk. You can process credit cards (collecting on prior authorizations and marking orders as Paid), process shipments (marking them as “Shipped”, and assigning tracking numbers to packages), process pickup orders (marking them as “Ready”), process e-gift Certificates (marking them as “Sent”), and send customers appropriate system-generated emails in one simple process.
Start by logging into your OMS and navigating to Orders / Batch Process.
Include in Batch Section:
Select the orders you would like to include in the batch. Note that you may also do an order search and use the criteria offered in the search if you prefer. (Orders / Advanced Search, execute search, then click Batch Process, and you would see below an option to include “Results of Search”)
(**For your first batch process operation, we recommend only doing a few orders, so you can get the hang of it)
The "Filter Future Preferred Ship Dates" option is available only if Preferred Delivery Date at Settings/Site Options/Expected Shipping Time is on. If selected, this filters out of the batch those shipments with a Preferred Ship Date in the future.
If you are ready to change the status of your group of orders to shipped, sent (gift certificates), or ready (pickup), leave the box “Mark as Shipped, Sent or Ready” checked.
If you wish to process credit cards in batch, but do not wish to use Nexternal to create your shipping labels (i.e., you are using a fulfillment house to complete your orders), uncheck the fulfillment boxes and proceed down to the Credit Card section.
For each shipping carrier you are using which also offers label creation through Nexternal, there will be a box, “Use SHIPPING METHOD, when possible”. Leave all of those boxes checked if you would like to create all of your labels for the selected orders in the batch.
The “Default Shipped/Sent Date” displays the date that will be indicated on your labels, and in the system, as the Fill Date. You may change the date for sending your shipments (for example, if you plan to send them at a later date). Note however that the order status will still change to “shipped” immediately upon the batch processing, and if you are using the Shipped Email (in in Settings / Boolean Options / Shipped Email) the customer may still receive an immediate system generated Shipped Email.
The option “Include only orders with a Billing Status of Paid” allows you to remove orders from processing if they do not result in a successful fund capture. It is recommended that you leave this box checked.
Credit Card Processing Section:
In this section, if you wish to charge credit cards, leave the “Process Unbilled/Unauthorized orders with (YOUR PAYMENT GATEWAY) checked.
Apply Order Status Filtering box: This option permits you to process only those orders with an Order Status of Unshipped/Unsent/Ready/Not Ready, In Process, or Shipped/Sent/Picked Up. Orders with any other status (e.g. Backordered) are filtered out.
Note: Credit card processing always applies to entire orders. Batch credit card processing therefore is not suitable to partially process credit cards, except to complete the processing of orders that have previously been partially processed. Click Next.
Before actually processing, the system will show you a list of every order it plans to process in the batch. You have the option here to individually uncheck any orders that were accidentally included in the batch if there were any mistakes or surprises. Uncheck the far right box for “Process” if you don’t wish to process the credit card for that order, and uncheck the middle box “SSR” (Shipped/Sent/Ready) if you don’t wish to create the shipping label for that order.
Once you’re satisfied, click process, and wait for the batch to complete.
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